Job Description
Job Title:
/
Activities Administrator
Hours (including working days)
/
22.5 hours per week
Days of work Tuesday to Friday (Times negotiable)
Salary: Pro-rata/full time/part time
/
£ 16,500 pro rata
Responsible to:
/
Activities Manager
Responsible for:
/ N/A
Primary Base:
/ Highcliffe House, Clifton Green, York, YO30 6BP
Aim of the post: /
Provide administrative support for the Activities and Training Programmes delivered by York Mind
Main deliverables:
1.  To provide a welcoming first point of contact for participants accessing the activities and training programmes delivered by York Mind
2.  To respond to enquiries from participants, referrers and third parties
3.  To provide administrative support to the Activities Manager to ensure the smooth co-ordination and delivery of the activities and training programmes

4.  To organise, prepare and take minutes at governance and steering group meetings

5.  Arranging venue hire, refreshments and training information where required
6.  To keep activities and training information up-to-date on York Mind’s website
7.  Publicise activities and training including producing flyers and leaflets

8.  Processing bookings, enrolment forms and invoices

9.  Collating monitoring and evaluation information

10.  Liaising with external referrers, partners and freelancers

Main duties:

A)  To work within the aims and objectives of Mind
·  To ensure a commitment to Quality Management in Mind working within the policies and procedures of York Mind.
B)  Management and Support
·  Engage with line management, supervision, training and development as per York Mind policies and procedures.
·  Ability to work as part of a team and work co-operatively with colleagues.
·  To be prepared to give and receive support from others in the team as appropriate.
·  To attend staff team meetings and participate in the work of the team.
C)  Facilities and Office Maintenance and IT
·  Provide support to the Activities Manager
·  Using organisational databases where required
D)  Enabling volunteers to fulfil their role
·  To support volunteer administrators engaged with the activities programmes
E)  Health and Safety
·  To ensure suitable procedures are being followed to safeguard the health and safety of volunteers and service users.
·  The post holder will maintain an awareness and observation of Fire and Health & Safety Regulations.
F)  Financial responsibilities
·  To manage the administration of Petty Cash systems and ensure that all financial checks are carried out in accordance with the guidelines set down by the Treasurer and the Trustee Board of York Mind.
·  To keep accurate records of all financial transactions including invoices and receipts, in line with York Mind policies and procedures.
·  Ordering stationery, office supplies and equipment
G)  Administrative
·  To ensure that records are kept in the required manner.
·  To be a key holder
Essential qualifications: /

N/A

The post holder will carry out any other duties, which are within the scope, spirit and purpose of the job as requested by the line manager.

If duties and responsibilities change, the job description will be reviewed and amended in consultation with the post holder.

Updated January 2017